Back to Top

Emergency Purchases

The Purchasing Division should be contacted as soon as a department determines that an emergency purchasing situation exists. "Emergency Purchases" must follow a special procedure in order to obtain goods or services that exceed the competitive solicitation threshold quickly to meet an emergency. An emergency is defined as a situation involving public health, public safety, or cases where immediate expenditure is necessary for repairs to State property to protect against further loss or damage, to prevent or minimize serious disruption in State services, or to insure the integrity of State records. Emergency conditions may result from fires, explosions, adverse weather conditions, or epidemic conditions. They may also result from untimely breakdown, damage, or loss of equipment vital to the maintenance of health or safety standards.

In true emergency situations, the Illinois Procurement Code provides that purchasing procedures, including bidding requirements, may be waived if it becomes important for an emergency transaction to be completed within a certain time. Effort is made to accelerate or modify normal procedures to accommodate an emergency rather than to eliminate a procedure. Examples of such efforts include requesting quotations verbally or by email.

The Director of Purchasing is responsible for ensuring that in emergency situations the normal pattern for reviewing and approving purchases is maintained and the purchasing processes are accelerated and expedited. Notice of the emergency procurement is published on the Illinois Procurement Bulletin – Public Institutions of Higher Education.

The Purchasing Division is responsible for preparing statements that must be filed with the Auditor General of the State of Illinois and the Chief Procurement Officer (CPO). These statements must be filed within ten days after an emergency purchase has been made.

The president, after consulting with each member of the executive committee of the Board who can reasonably be contacted, may approve emergency transactions in excess of the Board limit on behalf of the Board of Trustees and report the same promptly to the Board. If the amount of the emergency transaction exceeds such dollar amounts as the Board of Trustees may specify from time to time the president must consult with all Board members who can reasonably be contacted before approving the emergency action. 

Last Updated: August 15, 2017

Give us feedback about this page Submit Feedback